WelcomeWare Clinic Administrator - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a WelcomeWare Clinic Administrator on behalf of a physical therapy practice in Pennsylvania.

The WelcomeWare Clinic Administrator will serve as the virtual front desk presence for the clinic. Operating through the WelcomeWare kiosk system, this role requires someone comfortable on camera, personable, and organized. You will be responsible for patient-facing and administrative duties, ensuring smooth daily operations and excellent patient experiences.

About Our Client :

The clinic’s mission is to redefine the patient–therapist relationship by creating a collaborative approach to care. They prioritize clinical excellence, compassionate service, and continuous growth, ensuring patients feel supported at every stage of recovery.

The team values warmth, professionalism, and efficiency and is seeking someone who can embody those traits while representing the clinic virtually as the first point of contact for patients.

Responsibilities

Greet patients virtually via the WelcomeWare kiosk.

Confirm patient appointments and manage the scheduling calendar.

Answer phones and respond to patient inquiries (phone / email).

Support patient check-in and verify patient records.

Discuss financial responsibilities with patients as needed.

Upload and update patient files in the EMR system.

Obtain and enter pre-authorizations for therapy services.

Maintain confidentiality and ensure HIPAA compliance at all times.

Coordinate with therapists and staff to manage daily schedules.

Provide general administrative support to clinic operations.

Requirements

Previous experience in front desk, clinic administration, or patient services (healthcare experience strongly preferred).

Comfortable being on camera and engaging with patients virtually.

Warm, personable, and professional communication style.

Strong organizational and multitasking skills.

Experience with EMR systems (clinic uses WebPT) and tools such as Egnyte and Athelas.

Reliable, efficient, and detail-oriented in handling daily responsibilities.

Must be available to work Eastern Standard Time clinic hours.

Technical Requirements (WelcomeWare Workstation)

Processor : 11th Gen Intel i5 (2.4GHz or better; Windows PC recommended).

Memory : 8GB RAM or more.

Connectivity : Wi-Fi 6 or Ethernet port; minimum 25 Mbps stable internet connection.

Peripherals : 720p or better webcam, microphone, speakers, keyboard, mouse, monitor.

Software : Latest version of Google Chrome.

Optional (Preferred) : Wireless headset, second monitor.

Benefits

Competitive salary commensurate with experience.

Opportunities for professional development and growth.

Work in a dynamic and supportive team environment.

Make a meaningful impact by helping to build and strengthen families across the globe.

Requirements

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.